ePM/ePMXpress Utilization Key Performance Indicator (KPI

ePM Quick Reference Guide #110

ORG.110_ ePM/ePMXpress Utilization KPI Page 1 ePM 4.3 March 2015

ePM/ePMXpress Utilization Key Performance Indicator (KPI) Reports QRG

What are the ePM Key Performance Indicator (KPI) Reports? Who Will Use This?

The ePM/ePMXpress Utilization Key Performance Indicator (KPI) Reports are used to help PBS track and monitor the utilization of ePM/ePMXpress on Small and Capital projects. Results of the KPI reports show how well design and construction project teams are utilizing ePM/ePMXpress as a project management tool and to assess the completeness of project data in ePM/ePMXpress. Also, ePM and ePMXpress are being utilized for project and program reporting; therefore, it is vital that the data be reliable and up-to-date. The KPI reports source all data from ePM/ePMXpress.

√ Program Managers

√ Project Managers

√ GSA Executives

Capital Projects Active Capital design project teams are required to update/validate 8 focus areas on a regular basis: PM, Charter, PMP, PM Schedule, Meeting, Invoice, Design Document, and Design Submission. Active Capital construction project teams are required to update/validate 12 focus areas on a regular basis: PM, Charter, PMP, PM Schedule, Meeting, Invoice, Design Document, Design Submission, Submittal Package, Issue, RFI, and Daily Reports. Capital Project teams are expected to review and update their ePM project data regularly and verify key data every 30 days.

Report Layout The report displays a project’s ePM Project Number, Name, and Phase (Design or Construction). For the PM focus area, the report displays Yes or No depending on whether or not a Project Manager has been entered. For the Charter, PMP, Design Document, and Design Submission focus areas, the report displays Yes or No for depending on whether or not these documents have been uploaded. Additionally, for these 4 focus areas, the report shows the number of documents that have been uploaded. For the PM Schedule, Meeting, Invoice, Submittal Package, Issue, RFI, and Daily Reports focus areas; the report shows the last date that the focus area was updated. For these 9 focus areas, the report also shows the number of documents that have been uploaded.

If the Last Updated date is outside of the Acceptable Time Threshold, the date field will display in Blue.



Calculations

Users can select an Acceptable Time Threshold and Unacceptable Time Threshold when generating the report. For example, a user may decide that a project updated in the last 60-90 days is acceptable when generating the report. Users can also set their own Pass/Fail criteria percentage. Although users can set their own pass/fail criteria, a passing grade for the FY15 measure is 70% or higher. A design project’s raw score is calculated by totaling the number of focus areas that have been updated within an acceptable time threshold. A construction project’s raw score is calculated by totaling the number of focus areas that have been updated in the last 30 days. A design project’s grade is calculated by totaling the number of focus areas that have been updated in the last 30 days by 8. A construction project’s grade is calculated by totaling the number of focus areas that have been updated in the last 30 days by 12. For example, if a design project team has only updated the Project Manager, PM Schedule, Invoice, and Design Document focus areas, the project would earn a score of 4 out of 8 or a grade of 50%. A region’s score is calculated by dividing the number of updated focus areas by the total number of focus areas the region is responsible for updating. A region has met the measure if it has a score of 70% or higher.

Reporting Frequency

The Office of Design and Construction (ODC) will run the ODC Capital ePM Utilization KPI Report on the 5th of every month, and distribute to regional ePM stakeholders. The report will also be distributed on Mondays via the ePM Weekly Automated Email of Updated Reports. Additionally, the report is available in Cognos at any time. ePM KPI results will be shared with GSA Senior Leadership once per quarter.

Report Data Sources The following sections describe how to find out the data source for each of the KPI’s focus areas.

Focus Area 1: Project Manager For the Project Manager portion of the KPI, Project Manager only needs to be populated; it does not need to be updated on a regular basis. Therefore, once you have entered a Project Manager, you will not need to update this field on a monthly basis. There are 2 data sources for the Project Manager focus area, and both need to be the same. Only one Project Manager should be entered for each project, and it should be consistent in both places.

1. Once logged into your project in ePM, go to the Address Book and select Contacts. Click on the name of the Project Manager.



2. In the Contact window, ensure that Key.PM: Project Manager is selected as the Project Role.

3. Close the Contact window and return to the Address Book. Click Administration on the left-hand side of the window and choose Project Properties.



4. Click the Project Name to enter the Project Properties.

5. In the Project Properties window, click Project Manager. Ensure that the name of the Project Manager is entered.



Focus Area 2: Charter For the Charter focus area, a charter only needs to be uploaded to ePM or added as a linked document from Suite of Planning Tools (SOPT); it does not need to be updated on a regular basis. Therefore, once you have uploaded a Charter, you will not need to update this field on a monthly basis. 1. Once logged into your project in ePM, choose Applications, expand the File Management menu,

expand the Catalog Cards menu and click any of the 6 categories.

2. Click a Catalog Card to open it in a new window.



3. Scroll to the bottom of the window and expand the Additional Information menu.

4. Verify that the gPM Documents.Project Charter: Project Charter is entered in the GSA Initiatives box. If it is not entered, you will need to enter Edit Mode in order to select it from the menu.



5. Click Properties to access the Catalog Card properties.

6. The last updated date appears in the Modified Date field.

The Charter must be in Submitted, Draft, Final, or Submitted/In Review state in order for you to receive credit for it on the KPI report.



Focus Area 3: PMP

For the PMP focus area, a PMP only needs to be uploaded or linked from Suite of Planning Tools (SOPT); it does not need to be updated on a regular basis. Therefore, once you have uploaded a PMP, you will not need to update this field on a monthly basis.

1. Once logged into your project in ePM, choose Applications, expand the File Management menu, expand the Catalog Cards menu and click any of the 6 categories.

2. Click a Catalog Card to open it in a new window.




4. Verify that the gPM Documents.Project Management Plan : Project Management Plan is selected from the menu. If it is not entered, you will need to enter Edit Mode in order to select it from the menu.



5. Click Properties to go access the Catalog Card properties.


The PMP must be in Submitted, Draft, Final, or Submitted/In Review state in order for you to receive credit on the KPI.



Focus Area 4: PM Schedule

For the Schedule focus area, the report looks at the last updated date for the most recently modified PM Schedule.

1. Once logged into your project in ePM, go Applications and expand the Scheduling menu and then choose Schedules.

2. Select the most recent PM Schedule to open the Schedule window.

3. Once in the Schedule window, click Properties to go access the Schedule properties.




The PM Schedule must be in Draft or Approved state in order for you to receive credit for it on the KPI report.



Focus Area 5: Meeting For the Meeting focus area, the report looks at the last updated date for the most recently modified meeting minutes or other meeting correspondence.

1. Once logged into your project in ePM, choose Applications, expand the Office Management menu, and select Meeting Minutes.

2. Click a Meeting Set to open it in a new window.



3. Click Properties to go access the Meeting properties.


Meeting Minutes must be in the Open, Pending Approval, Approved, or Cancelled states in order for you to receive credit for them on the KPI report.



Focus Area 6: Invoice

For the Invoices focus area, the report looks at the last updated date for the most recently modified contractor invoice.

1. Once logged into your project in ePM, go to Project Reporting, expand the Contract Management menu, and select Obligations and then choose Invoices.

2. Once you arrive at the Invoices register, select the most recent invoice to open the Invoice window.

3. Once in the Invoice window, click Properties.




Contractor Invoices must be in the Draft, In Review, Approved, or Released for Payment states in order for you to receive credit for them on the KPI report.



Focus Area 7: Design Document

For the Design Document focus area, the report looks at the last updated date for the most recently modified Design Document.

1. Once logged into your project in ePM, choose Applications, expand the Office Management

menu, and select Design Documents.

2. Click a Design Document to open it in a new window.



3. Click Properties to go access the Design Document properties.


Design Documents must be in the Accepted, Cancelled, Draft, Submitted, or Void states in order for you to receive credit for them on the KPI report.



Focus Area 8: Design Submission

For the Design Submission focus area, the report looks at the last updated date for the most recently modified Design Submission.


menu, and select Design Submission.

2. Click a Design Submission to open it in a new window.



3. Click Properties to go access the Design Submission properties.


Design Submissions must be in the Accepted, Cancelled, Draft, Submitted, or Void states in order for you to receive credit for them on the KPI report.



Focus Area 9: Submittals For the Submittals focus area, the report looks at the last updated date for the most recently modified Submittals


menu, and select Submittals.

2. Click a Submittal to open it in a new window.



3. Click Properties to go access the Submittal properties.


Submittals must be in the Draft, In Review, Accepted, Accepted As Noted, Revise and Resubmit, Rejected, or Void states in order for you to receive credit for them on the KPI report.



Focus Area 10: Issue

For the Issue focus area, the report looks at the last updated date for the most recently modified Issue.

1. Once logged into your project in ePM, go to Project Reporting, expand the Daily Reports, Issues, and Logs menu, and select Issues and Logs.

2. Once you arrive at the Issues register, select the most recent Issue to open the Issues window.



3. Once in the Issues and Logs window, click Properties.


Issues must be in the Active, Closed, Draft, Pending Closure, Submitted, or Suspended states in order for you to receive credit for them on the KPI report.



Focus Area 11: RFI

For the RFI focus area, the report looks at the last updated date for the most recently modified RFI.

1. Once logged into your project in ePM, choose Applications, expand the Office Management menu, and select RFIs.

2. Click an RFI to open it in a new window.



3. Click Properties to go access the RFI properties.


RFIs must be in the Answer Submitted, Closed, Pending Answer Clarification, Pending Question Clarification, or Question Submitted state in order for you to receive credit for them on the KPI report.



Focus Area 12: Daily Reports

For the Daily Reports focus area, the report looks at the last updated date for the most recently modified Daily Report.

1. Once logged into your project in ePM, go to Applications and select Daily Reports, Issues, and Logs and then choose Daily Report.



2. Once you arrive at the Daily Report register, click a Daily Report to open it in a new window.

3. On the Daily Report screen, click Properties.




Daily Reports must be in the Accepted/Approved, Active, or Draft state in order for you to receive credit for them on the KPI report.



Run the ePM Capital Projects KPI Report

1. Navigate to the Measure Reports folder.

2. Navigate to the ODC Measure Reports sub-folder.

3. Choose ePM Capital Projects Utilization KPI Report or ePM Capital Projects Utilization KPI Report – Summary to view a nationwide summary of the report.



4. Select the Program(s) that you wish to view.

5. Select the Project State.

6. Enter the Acceptable Time Threshold and Unacceptable Time Threshold.

7. Enter the Pass Criteria and Fail Criteria.



8. Click Run Report.

9. The report opens in a new window.

From the Summary report, you can drill through to view details on a region’s performance.



Small Projects

Active Small projects above $150K are required to update/validate 6 focus areas on a regular basis: PM, PMP, Task Schedule, Project Status, PM Schedule, and PM Financials. Active Small projects between $10K and $150K are required to update/validate 4 focus areas on a regular basis: PM, Project Status, PM Schedule, and PM Financials. Small Project teams are expected to review and update their ePM project data regularly and verify key data every 30 days.

Report Layout and Calculations

The KPI report displays a project’s ePM Project Number, Project Name, Project State, Project Type and Project Funding. The report references a project’s Project Status, PM Schedule, and PM Financials to determine whether the KPI element has been populated and/or updated in the last 30 days. The PM Name, PMP (for projects above $150K) and Task Schedule (for projects above $150K) are only required to be populated/uploaded to ePM/ePMXpress once—the KPI does not check whether these elements have been maintained in the last 30 days. Also, note that the ODC Information Management Team will manually cross check ePM and SOPT for the existence of a PMP, before reporting results to GSA Senior Leadership.



Calculations

A region’s score is calculated by totaling the passing raw scores for all regional projects and dividing it by the total potential raw score for all regional projects.

Reporting Frequency

The Office of Design and Construction (ODC) will run the ODC Small ePMXpress Utilization KPI Report on the 5th of every month, and distribute to regional ePM stakeholders. The report will also be distributed on Mondays via the ePM Weekly Automated Email of Updated Reports. Additionally, the report is available in Cognos at any time. ePM KPI results will be shared with GSA Senior Leadership once per quarter.

Report Data Sources The following sections describe how to find out the data source for each of the KPI’s focus areas.

Focus Area 1: Project Manager For the Project Manager portion of the KPI, Project Manager only needs to be populated; it does not need to be updated on a regular basis. Therefore, once you have entered a Project Manager, you will not need to update this field on a monthly basis. There is 1 data source for the Project Manager focus area. Only one Project Manager should be entered for each project.

1. Once logged into your project in ePMXpress, go to the Project Team section of the Project Details tab.



2. Click Edit. Find the name of the Project Manager. In the Project Role Column, select “KEY.PM : GSA Project Manager” from the dropdown list. Click Save.

Focus Area 2: PMP

For the PMP focus area, a PMP only needs to be uploaded or linked from Suite of Planning Tools (SOPT); it does not need to be updated on a regular basis. Therefore, once you have uploaded a PMP, you will not need to update this field on a monthly basis.

1. Once logged into your project in ePMXpress, go to the File Manager tab.



2. A new tab will open. Expand the File Management menu and click any of the 6 numbered

folders.

3. Find the PMP document, check the box to the left of the document number, then click Open in ePM.




5. Verify that the gPM Documents.Project Management Plan : Project Management Plan is selected from the menu. If it is not entered, you will need to enter Edit Mode in order to select it from the menu.





The PMP must be in Submitted, Draft, Final, or Submitted/In Review state in order for you to receive credit on the KPI.



Focus Area 3: Task Schedule

There are two ways to incorporate a task based schedule in ePMXpress. The first is to add tasks to your PM Schedule, the second would be to upload and tag the schedule via File Manager. A task based schedule, whether managed in ePM or uploaded / tagged in ePM, is required for small projects over $150K. For the Task Schedule focus area, the report looks at the last updated date for the most recently modified PM Schedule (#A) or File Manager (#B) document in ePM.

A) If tasks are added to your PM Schedule, the report looks at the last updated date for the most recently modified PM Schedule:

1. Once logged into your project in ePMXpress, go to the Schedule tab. The last updated date appears in the upper right hand corner.

B) If a task schedule was uploaded to ePM, the report looks at the last update date for the most recently modified schedule document. 1. Once logged into your project in ePMXpress, go to the File Manager tab.



2. A new tab will open. Expand the File Management menu and click any of the 6 numbered

folders.

3. Find the task schedule document, check the box to the left of the document number, and then click Open in ePM.




5. Verify that the gPM Documents.Porject Schedule : Project Schedule is selected from the menu. If it is not entered, you will need to enter Edit Mode in order to select it from the menu.





The Task Schedule must be in Draft or Approved state in order for you to receive credit for it on the KPI report.



Focus Area 4: Project Status For the Project Status focus area, the report looks at the last updated date for the most recently modified Project Status.

1. Once logged into your project in ePMXpress, scroll down to the Project Status section of the

Project Detail tab. The last updated date appears in the As Of Date field.

The Project Status must be maintained in the last 30 days in order for you to receive credit for it on the KPI report.

Focus Area 5: PM Schedule For the PM Schedule focus area, the report looks at the last updated date for the most recently modified Schedule.

1. Once logged into your project in ePMXpress, go to the Schedule tab. The last updated date

appears in the upper right hand corner.

The PM Schedule must be maintained in the last 30 days in order for you to receive credit for it on the KPI report.



Focus Area 6: PM Financials For the PM Financials focus area, the report looks at the last updated date for the most recently modified document in the PM Financials tab. Currently, this date cannot be verified in ePMXpress or the full UI. Please consult your ePM Regional System Administrator and / or the ePMXpress Utilization KPI Cognos report. The PM Financials must be maintained in the last 30 days in order for you to receive credit for it on the KPI report.

Run the ePM Small Projects KPI Report

1. Navigate to the Measure Reports folder.

2. Navigate to the FMSP Measure Reports sub-folder.

3. Choose ePM Small Projects Utilization KPI Report.

4. Select the Program(s) that you wish to view.



5. Click Run Report.

6. The report opens in a new window.